LeadMaster’s Duplicate Record Management Feature

“Find and Manage Duplicate Records” is a feature of the LeadMaster Lead Management/ CRM system that allows an administrator to find and manage duplicate records within LeadMaster.

Access privileges

Only those users with appropriate administrative privileges can access this feature.

To access the Find and Manage Duplicate Records link, authorized administrative users click on Administration in the top banner of the application and then click on the “Find and Manage Duplicate Records” hyperlink. This hyperlink displays the “Find and Manage Duplicate Records” page. From this page, LeadMaster has added the ability to find potential duplicate records based on:

1. Account Duplication

2. Contact Duplication

3. Campaign Duplication

Each of the three mentioned above has certain criteria to locate records based on different parameters, including Name (First Name/ Last name), Company, Email Address, etc.

Once Possible duplicate records are found based on their specific filtration, then LeadMaster manages those duplicate records by carrying out different operations such as Merge/Archive/Delete records, etc.

Find and Manage Duplicate Records Options

The user has three options for Duplication Record Management:

Find and Manage Duplicate Records

Find and Manage Duplicate Records

Below are the four different criteria for Account Duplication:

1)    Find and match possible duplicate records based on the name of the Company:

a)     Company

i)      Checks for duplication based upon the name of the Company

b)    Company and Contact Email Address

i)      Checks for duplication based upon the record having same Company name and Email address of the Primary contact.

c)     Company and Contact Last Name

i)      Checks for duplication based upon the record having same Company name and Last Name of the Primary contact.

d)    Company and Contact First and Last Name

i)      Checks for duplication based upon the record having same Company name and the First and Last Name of the Primary contact.

Below are the four different criteria for Contact Duplication:

2)    Find and match possible duplicate records based on the Last Name of the primary contact:

a)     Contact Last Name

i)      Checks for duplication based upon the record having same last name of the primary contact.

b)    Contact Last Name and Email Address

i)      Checks for duplication based upon the record having same last name and the same email address of the primary contact.

c)     Contact First and Last Name

i)      Checks for duplication based upon the record having same first and last name of the primary contact.

d)    Contact First and Last Name and Email Address

i)      Checks for duplication based upon the record having same first and last name and the email address of the primary contact.

Below are the four different criteria for Campaign Duplication.

3)    Find and match possible duplicate records based on the Campaign ID:

a)     Campaign ID and Email Address

i)      Checks for duplication based upon the record having the same Campaign and the email address of the primary contact.

b)    Campaign ID and Contact last Name

i)      Checks for duplication based upon the record having the same Campaign and the last name of the primary contact.

c)     Campaign ID and Contact First and Last Name

i)      Checks for duplication based upon the record having the same Campaign and the first and last name of the primary contact.

d)    Campaign ID and Contact Phone Number

i)      Checks for duplication based upon the record having the same Campaign and the primary contact phone number. When matching phone numbers, the system only considers the digits for the phone number because there is no regulation on the format of a phone number.  For example (999) 123-4567 is the same as 999-123 4567.

Find and Manage Duplicate Records

Find and Manage Duplicate Records

Possible Duplicate Records

From the “Find and Manage Duplicate Records” page, select an option for finding duplicate records and click “Submit” to display the “Possible Duplicate Records” page.

Possible Duplicate Records

Possible Duplicate Records

This page lists the results from the Search. From this page, the following options are displayed:

  1. Click “Back to Record Selection” to display the “Find and Manage Duplicate Records” page.
  2. Click on one of the “(All), A-Z” links to filter the results.
  3. Enter the name of a company and click “Go” to filter the results by company name.
  4. Click on the “view” link for a record in the list to display the “Manage Duplicate Records” page, which lists the duplicate records.

Manage Duplicate Records

From the “Possible Duplicate Records” page, click on the “view” link in the Action Column to display the “Manage Duplicate Records” page.

Possible Duplicate Records

Possible Duplicate Records

This page lists the duplicate records.

LeadMaster Manage Duplicate Records

LeadMaster Manage Duplicate Records

From this page, the following options are displayed:

  1. Click “Back to Results” to display the “Possible Duplicate Records” page.
  2. Check one or more records in the list and click “Merge Records” to merge the selected records.
  3. Check one or more records in the list and click “Archive Record(s)” to archive the selected records.
  4. Check one or more records in the list and click “Delete Record(s)” to delete the selected records.

Archive, Delete and Merge options work like the same options available on the search results page. Each record includes a checkbox field to select the record.

Merge Records:

The Merge Records function provides users the ability to merge information from two or more records into a single record.

Merge Records

Merge Records

Authorized users can merge records by clicking on the “Merge Records” hyperlink from the Search Results page.

Manage and Merge Records

Manage and Merge Records

From the Manage Duplicate Records page, select two or more records to merge and click on the “Merge Records” hyperlink to display the “Merge Records” popup dialog. From this dialog, select the target record for the merge. To mark a particular record, click in the box to the left of that record and a checkmark will appear in the box. Information for the other selected records (the “source” records) will be merged into the target record. The merging process follows the following steps:

  • Any attached files from the source record(s) are moved to the target record.
  • Contacts from the source record(s) are matched by using a combination of First name, Last name and / or Email address to the target record. Contacts that are not matched are copied to the target record. Any Sales rep comments from the associated source record are copied as “Contact Notes” for the copied contact.
  • Any source contact-related marketing activities are moved to the target record.
  • Any source contact-related Email log entries (i.e. Email History) are moved to target record.
  • Any source contact-related lead nurturing tracks are moved to target record.
  • Any opportunities, including opportunity products, attached files and custom forms, from the source record(s) are moved to the target record.
  • Any Quotes from the source record(s) are appended to the target record.
  • Any Cases from the source record(s) are ignored while merging.
  • Profile Summary, Profile Assignments, Background Information, Campaign Survey/ Responses, Custom Survey/Lead Feedback are also ignored for the target record.
  • Custom forms from the source record(s) are matched to the target record. Custom forms that are not matched are copied to the target record.
  • Any callbacks/ events from the source record(s) are moved to the target record.
  • Any call center stats recorded for the source record(s) are moved to the target record.
  • After the merge is complete, the source record(s) is (are) deleted.

 

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